Tender Manager

Role & responsibilities

Job Summary

The Tender Manager will be responsible for the end-to-end management of tendering activities, from identification of relevant opportunities through bid preparation, submission, negotiation, award and post-award coordination. The role will focus on maximizing tender win rates while ensuring complete compliance with tender requirements, commercial viability, timely submissions and protection of company margins.

Key Responsibilities

1. Tender Identification & Opportunity Management

• Monitor GeM, Central/State Government portals, PSU portals, institutional portals and relevant private tender platforms for suitable tenders, EoIs, RFPs and RFQs.
• Identify tenders aligned with Genes2Mes products, capabilities and business strategy.
• Review tender documents, eligibility criteria, technical specifications, commercial terms, delivery requirements and evaluation criteria.
• Conduct preliminary feasibility and risk assessment before recommending participation.
• Maintain a Tender Calendar / Tender Tracker with important dates, submission deadlines, EMD requirements and status.

2. Tender Analysis & Bid Strategy

• Analyze tender documents in detail and prepare tender requirement checklists.
• Develop bid strategy, pricing structure and win strategy in coordination with management and relevant business teams.
• Identify technical, commercial, legal and contractual risks and highlight deviations requiring management approval.
• Ensure proposed pricing remains competitive while protecting company margins.

3. Bid Preparation & Documentation

• Coordinate with cross-functional teams to collect technical documents, product specifications, certifications, Quality/Regulatory documents, company credentials, financial documents and past performance records.
• Prepare BOQs, price bids, compliance sheets, deviation statements and tender-specific annexures.
• Draft covering letters, declarations, undertakings, affidavits and other documents required for submission.
• Ensure documents are complete, accurate, signed/stamped where required and submitted in the prescribed format.

4. Tender Submission & Compliance

• Ensure timely submission of online and offline bids within stipulated deadlines.
• Coordinate EMD, Performance Bank Guarantees, Security Deposits, Bid Bonds and other financial instruments as applicable.
• Ensure compliance with technical, commercial and administrative tender conditions.
• Monitor corrigenda and amendments and incorporate changes into the bid.
• Maintain proper records of submitted tenders and supporting documents.

5. Pre-Bid Activities & Clarifications

• Prepare and submit pre-bid queries within prescribed timelines.
• Coordinate with internal technical/product teams for responses to tender-related queries.
• Attend or coordinate participation in pre-bid meetings and clarification meetings.
• Track responses received from tendering authorities and assess their impact on the bid.

6. Post-Bid Management

• Track tender status from submission through technical evaluation, financial opening and final award.
• Coordinate responses to technical and commercial clarifications raised by tendering authorities.
• Participate in technical and financial bid openings, wherever applicable.
• Maintain documentation of successful, unsuccessful and disqualified bids.
• Conduct win/loss analysis and identify reasons for success, rejection or non-participation.

7. Contract & Post-Award Management

• Coordinate with the tendering authority for post-award negotiations, contractual terms, delivery schedules and finalization of agreements.
• Coordinate with Legal and Finance for contract review, BG submission and agreement execution.
• Liaise with Sales, Operations, Supply Chain and other teams to ensure smooth order execution and contractual compliance.
• Monitor commitments related to pricing, delivery, documentation, warranties and other tender conditions.

8. Reporting & Record Management

• Maintain an updated Tender Master Database / Bid Register.
• Prepare periodic MIS covering tenders identified, participated, submitted, won/lost, tender value, win percentage, reasons for loss/rejection and pending actions.
• Ensure proper documentation and audit trail for all tender-related activities.

Preferred candidate profile

• Strong knowledge of government and institutional tendering processes.
• Hands-on experience with GeM and other e-tendering portals.
• Strong understanding of tender documentation, eligibility criteria and compliance requirements.
• Excellent analytical, commercial, negotiation and communication skills.
• Good understanding of BOQ, pricing, EMD, BG and contractual terms.
• Excellent coordination and follow-up skills with strong attention to detail.
• Ability to manage multiple tenders simultaneously under strict deadlines.
• Proficiency in MS Excel, Word and PowerPoint.
• Strong documentation and record-management skills.